Building checklists

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Creating a checklist

From the Checklists library (under Business in the sidebar), tap New checklist to open the builder. The builder is designed mobile-first, so it works the same on your phone in the field as it does on a desktop. Give your checklist a name at the top — for example, “Spring Pool Open” or “Weekly Service Walkthrough”.

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Choosing when the checklist appears

Under When should this appear?, pick which visits should include this checklist:

• Every visit — the checklist appears on every appointment for the services it’s attached to. Best for routine work you want captured each time, like water chemistry readings.
• First visit only — the checklist appears only on the first appointment for a service. Useful for a one-time setup or intake form.
• Assessments — the checklist is used for assessment/quote visits rather than being tied to a specific service.

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Adding sections and questions

Checklists are organized into sections, and each section holds one or more questions. Give each section a name (like “Water chemistry” or “Tasks completed”) to group related questions together. To add a question, tap Add question within a section. On a phone, a bottom sheet slides up so you can pick the question type. Once you pick a type, a question card appears. Fill in the question label (what you’re asking) and any type-specific options.

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Question types

Checklists support eight question types, so you can capture the right kind of answer for each item:

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Per-question options

Each question card has a few toggles:

• Required — mark a question required and the crew must answer it before the visit can be completed. Required questions show a marker so they’re easy to spot.
• Add instructions — turn this on to show a short hint under the question (for example, “Read after 30 seconds”).
• Include in service record — when this is on, the answer is saved to the property’s service records when the visit is completed, so a “pH reading” numeric answer becomes a chemical-reading service record without anyone re-typing it.
• Include in customer summary — when this is on, the answer appears on the customer’s invoice as part of the Service Report once the visit is completed. See Showing answers on the customer invoice below.

These last two switches are independent, so a single question can land on the service record, on the customer summary, on both, or on neither.

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Setting a whole section at once

Every section has two switches at the top — Include all in service record and Include all in customer summary. Flipping one applies that setting to every question in the section, so you don’t have to toggle each question one by one. You can still override any individual question afterward with its own per-question switches.

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Previewing your checklist

At any time, switch to Preview to see exactly how the checklist will look to your crew on a real job. Switch back to Edit to keep building.

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Reordering sections and questions

Drag the grip handle on any section or question to reorder it. While you drag, the other items condense to compact rows so it’s easy to see where the item will land. Release to drop it into place.

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Attaching checklists to services

For a checklist to appear on jobs, it needs to be attached to the services it applies to.

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From the builder

In the builder, under Attach to services, tap Add services and pick the services this checklist should appear on. Selected services show as chips you can remove at any time. (This option is hidden when the checklist’s timing is set to Assessments.) Tap each service you want — every one you tap stays ticked, and the Done button counts how many you’ve picked. Tap Done to add them. If your business works in more than one industry, the Add services picker shows a Filter services by industry row of chips at the top. Tap a trade to narrow the list to just that industry’s services before picking — tap it again to clear it, or select several trades to show them all. The filtering happens instantly as you tap, alongside the search box.

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From a service

You can also attach a checklist directly from a service in your catalog:

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Editing a checklist from a service

Each of your own checklists in a service’s Checklists section has a pencil button. Tap it to open that checklist in the builder without leaving the service behind — the back arrow, Cancel, and Save all bring you back to the service you started from, not to your Checklists library.

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Ordering checklists on a service

A service can have more than one checklist attached — for example a ProBase chemistry template alongside your own “Weekly walkthrough”. When two or more are attached, the service’s Checklists section shows a grip handle on each one so you can drag them into the order you want. That order is exactly the order they’ll appear on the job, top to bottom.

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Showing answers on the customer invoice

You choose which answers customers see by turning on Include in customer summary — either on an individual question, or on a whole section at once with Include all in customer summary (see Per-question options above). Any question marked this way appears on the customer’s invoice as part of a Service Report once the visit is completed. This is a great way to give customers a clear, professional record of the work performed — for example, showing the chemistry readings and a customer signature right on their invoice, while keeping internal-only questions off the summary. See The customer Service Report.

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Saving

Tap Save to save your checklist. You’ll see a Checklist saved. confirmation and the checklist switches to its Preview, so you can check how it reads on a job. It also appears in your Checklists library, ready to attach to services and use on jobs. If you opened the checklist from a service, Save takes you back to that service instead (see Editing a checklist from a service).

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Editing an existing checklist

A new checklist opens ready to edit, but every checklist you’ve already saved opens on its Preview first — so you can look it over without changing anything by accident. Tap the back arrow to return to your library. (Opened it from a service instead? The back arrow and Save take you back to that service — see Editing a checklist from a service.)